V-361

SAMPLE PROPERTY OWNER NOTIFICATION 

LETTERS 

 Property Owner Notification Letter Template

 Commissioner Authorization Letter

 Landowner Handout—General

 Landowner Handout—Fredericksburg

 Landowner Handout—Ashland

V-2
Jennifer L. Mitchell DEPARTMENT OF RAIL AND PUBLIC TRANSPORTATION (804) 786-4440

Director 600 EAST MAIN STREET, SUITE 2102 FAX (804) 225-3752 

 RICHMOND, VA 23219-2416 Virginia Relay Center 

800-828-1120 (TDD)

Date 

Owner 

Mailing Address 

Mailing City, State, Zip 

RE: Notice of entry upon land for examination of land for transportation purposes 

Parcel County 

Parcel Number(s): 

Parcel Address(es): 

Dear Property Owner: 

As you may be aware, the Virginia Department of Rail and Public Transportation (DRPT) is 

preparing a Tier II Environmental Impact Statement (EIS) and preliminary engineering for the 

Washington, D.C. to Richmond Southeast High Speed Rail project in conjunction with the 

Federal Railroad Administration (FRA). Environmental review and approvals are required to 

support final design and future construction. 

In order to effectively conduct the environmental study process for this transportation project, 

DRPT employees and its consultants may need to enter your property to conduct environmental 

studies. I am writing to provide notice that DRPT and its consultants including HDR 

Engineering, Inc., Moffatt & Nichol, Parsons, Dovetail Cultural Resources Group, and Rice 

Associates, may enter your property identified above between MONTH, DAY, YEAR AND 

MONTH, DAY YEAR. This notification is pursuant to Section 33.2-1011 of the Code of 

Virginia, which requires that you be given notice prior to entry. A copy of the Commissioner of 

Highways’ letter authorizing employees of DRPT and our consultant team is enclosed, along 

with a project information flyer. Please note that conducting environmental studies does not 

mean that improvement projects will occur on your property or that a decision on the 

improvements has been made. The studies are being conducted for the purpose of gathering 

data and are early steps toward determining the project’s feasibility and impacts of the potential 

improvements.

Activities to take place on your property may potentially include locating physical features, 

taking photographs, and conducting testing as described in the attached project information flyer. 

During this period, multiple studies may need to occur on your property, including architectural 
Owner 

Date 

Page 2 of 2 

history, identification of wetlands and regulated waters, wildlife habitat assessment, noise and 

vibration monitoring, and other studies. The survey teams will not need to enter any dwelling, 

building or other structure on your property 

The project contemplates a series of rail improvements along the rail corridor from Arlington 

County to Centralia (in Chesterfield County). It will involve further analysis of the alignment of 

the route selected through the 2002 Tier I EIS and Record of Decision (ROD). Additional 

information may be found at the project website: www.DC2RVArail.com. 

If you have any concerns regarding this environmental review, please contact Randy Selleck at 

804-591-4442 or PropertyQuestions@DC2RVArail.com. If you are interested in receiving

project updates regarding public information meetings, please provide us your email address at

www.DC2RVArail.com. Should there be any need to further access your property for study

purposes, we will contact you again either in person or by mail.

I appreciate your cooperation in planning and designing transportation improvements for your 

community and the citizens of Virginia. 

Sincerely, 

Emily Stock 

Manager of Rail Planning 

Enclosures: Authorization Letter from Virginia Department of Transportation Commissioner 

dated April 22, 2016 

Project Information Flyer + Field Work Description





The Virginia Department of Rail and Public TransportaƟ on (DRPT) and the 

Federal Railroad AdministraƟ on (FRA) are working to improve passenger rail 

service between Washington, D.C. and Richmond, VA and beyond. We are in 

the process of evaluaƟ ng potenƟ al environmental impacts and benefi ts that 

may occur if changes to support improved passenger service are made to CSX’s 

RF&P rail line, which runs generally parallel to I-95.

The Project and Your Property

Because of your property’s proximity to the project corridor, it may be 

necessary for DRPT and/or its consultants to come on to your property to 

conduct environmental studies. AcƟ viƟ es may include observing physical 

features, taking photographs, recording coordinates for later mapping, and 

conducƟ ng fi eld work. Please note that this does not mean that improvement 

projects will occur on your property or that a decision on the improvements 

has been made. The studies are only for the purpose of gathering data and 

will take place outside of any dwelling, building, or other structure on private 

property. Our survey crews will make every reasonable eff ort not to adversely 

impact property in any way. The crews will carry photo idenƟfi caƟ on and 

copies of the leƩ ers sent to the landowners in the area in which they are 

working. For a list of the type of fi eld work that may occur on your property, 

please see the reverse side of this handout. 

Key Project Milestones

• Scoping (2014): Solicit public input on the issues and study

• Purpose & Need (2014-2015): Establish why the project is needed

• AlternaƟ ves (2014-2015): IdenƟ fy and consider alternaƟ ves that address the 

project’s Purpose and Need

• Screening (2015-2016): Evaluate preliminary alternaƟ ves based on 

socio-economics, engineering, the environment, and cost criteria

• DraŌ EIS (2016): The DraŌ Environmental Impact Statement (EIS) provides a 

side-by-side comparison of the alternaƟ ves and impact analysis

• Final EIS (2017): Announce Preferred AlternaƟ ve based on the revised 

EIS fi ndings

ůƚĞƌŶĂƟǀĞƐ

ƌĂŌ/^ Final EIS

^ĐŽƉŝŶŐ

^ĐƌĞĞŶŝŶŐ

&ŝŶĂůWƵƌƉŽƐĞ

ΘEĞĞĚ

ƌĂŌWƵƌƉŽƐĞ

ΘEĞĞĚ

MulƟ ple Ways to Stay 

On Track

There are many ways to stay up to 

date on the project.

• Email: PropertyQuesƟ ons@

DC2RVArail.com

• Visit our website at: 

www.DC2RVArail.com

• Sign up on the website to 

receive emailed updates

• Facebook: DC2RVArail

• TwiƩ er: @DC2RVArail

• Call us toll-free at: 888-832-0900 

or TDD 711

• Submit a quesƟ on or comment 

online at any Ɵ me
We are in the early stage of preparing the DraŌ EIS and there is a range of alternaƟ ves being considered. The 

purpose of the environmental process is to gather data to assist in evaluaƟ ng the merits of diff erent alternaƟ ves. 

A fi nal decision on a Preferred AlternaƟ ve will not be made unƟ l the EIS process is complete. More informaƟ on on 

these alternaƟ ves can be found on the project website, www.DC2RVArail.com, under About the Project. 

Field Work DescripƟ on

Architectural History Survey 

During architectural history surveys, staff may visit the property to observe the exteriors of the buildings, including 

homes, barns, garages, sheds, and other structures. The purpose of the review is to help determine whether 

a structure qualifi es as an historic resource. The review will include photographs to document the building 

condiƟ ons. All work will be done in accordance with the Virginia Department of Historic Resources standards.

Archaeological Surveys

During archaeological resource surveys, staff may visit the property to assess the potenƟ al for archaeological or 

cultural resources. This assessment will include shovel tests in some areas – during the shovel test, a small hole is 

dug and the dirt is siŌ ed for arƟ facts. PotenƟ al arƟ facts are transported to a lab for idenƟfi caƟ on and processing. 

The hole is fi lled prior to leaving the site. All work will be done in accordance with the Virginia Department of 

Historic Resources standards.

Wildlife Habitat Assessment

Staff will visually observe the vegetaƟ on, topography, and other habitat features of an area to evaluate its potenƟ al 

use by various wildlife. Species type, size, and density data may be collected within sample plots. No vegetaƟ on 

will be cleared, dug up, or otherwise removed, although leaf or twig samples may be taken from some plants for 

idenƟfi caƟ on purposes. 

IdenƟfi caƟ on of Wetlands and other Regulated Waters

Many wetlands and waterways are protected by federal, state, and local regulaƟ ons. Staff will delineate the 

boundaries of these protected resources through evaluaƟ on of vegetaƟ on type, visual evidence of surface 

hydrology, and soil indicators of periodic fl ooded condiƟ ons. Soil samples will be tested with an auger, leaving a 

small hole approximately 1.0 inch in diameter at each sampling locaƟ on. PlasƟ c fl agging may be hung in adjacent 

tree branches to mark the boundary of the wetland. 

Noise/VibraƟ on Monitoring

Staff may enter the property to place sound or vibraƟ on monitoring equipment. The equipment will be leŌ in 

place for a period of days to record noise and vibraƟ on caused by passing trains. Equipment leŌ overnight is 

typically secured with a lock and chain to an adjacent pole, fence, or tree. At the end of the sampling period, 

the equipment will be removed.

Other Site Surveys

Staff may enter the property to observe site condiƟ ons, land use, and other features, evaluate potenƟ al impacts of 

various alternaƟ ves, or to access other property.
The Virginia Department of Rail and Public TransportaƟ on (DRPT) and the 

Federal Railroad AdministraƟ on (FRA) are working to improve passenger rail 

service between Washington, D.C. and Richmond, VA and beyond. We are in 

the process of evaluaƟ ng potenƟ al environmental impacts and benefi ts that 

may occur if changes to support improved passenger service are made to CSX’s 

RF&P rail line, which runs generally parallel to I-95.

The Project and Your Property

Because of your property’s proximity to the project corridor, it may be 

necessary for DRPT and/or its consultants to come on to your property to 

conduct environmental studies. AcƟ viƟ es may include observing physical 

features, taking photographs, recording coordinates for later mapping, and 

conducƟ ng fi eld work. Please note that this does not mean that improvement 

projects will occur on your property or that a decision on the improvements 

has been made. The studies are only for the purpose of gathering data and 

will take place outside of any dwelling, building, or other structure on private 

property. Our survey crews will make every reasonable eff ort not to adversely 

impact property in any way. The crews will carry photo idenƟfi caƟ on and 

copies of the leƩ ers sent to the landowners in the area in which they are 

working. For a list of the type of fi eld work that may occur on your property, 

please see the reverse side of this handout.

Key Project Milestones

• Scoping (2014): Solicit public input on the issues and study

• Purpose & Need (2014-2015): Establish why the project is needed

• AlternaƟ ves (2014-2015): IdenƟ fy and consider alternaƟ ves that address the 

project’s Purpose and Need

• Screening (2015-2016): Evaluate preliminary alternaƟ ves based on 

socio-economics, engineering, the environment, and cost criteria

• DraŌ EIS (2016): The DraŌ Environmental Impact Statement (EIS) provides a 

side-by-side comparison of the alternaƟ ves and impact analysis

• Final EIS (2017): Announce Preferred AlternaƟ ve based on the revised 

EIS fi ndings

ůƚĞƌŶĂƟǀĞƐ

ƌĂŌ/^ Final EIS

^ĐŽƉŝŶŐ

^ĐƌĞĞŶŝŶŐ

&ŝŶĂůWƵƌƉŽƐĞ

ΘEĞĞĚ

ƌĂŌWƵƌƉŽƐĞ

ΘEĞĞĚ

Fredericksburg

MulƟ ple Ways to Stay 

On Track

There are many ways to stay up to 

date on the project.

• Email: PropertyQuesƟ ons@

DC2RVArail.com

• Visit our website at: 

www.DC2RVArail.com

• Sign up on the website to 

receive emailed updates

• Facebook: DC2RVArail

• TwiƩ er: @DC2RVArail

• Call us toll-free at: 888-832-0900 

or TDD 711

• Submit a quesƟ on or comment 

online at any Ɵ me
Fredericksburg AlternaƟ ves 

The purpose of the environmental process is to gather data to assist in evaluaƟ ng the merits of diff erent alternaƟ ves. A fi nal 

decision on a Preferred AlternaƟ ve will not be made unƟ l the EIS process is complete. Improvement opƟ ons being studied in 

the Fredericksburg area include: 

• Third main-line track through Fredericksburg

• A two-track bypass east of Fredericksburg

• A minor improvements opƟ on 

• Would not add addiƟ onal track through town

• Includes improvements to crossings, signals, safety systems, and plaƞ orms

• Design depends on results of further operaƟ ons analysis

• No build

At this Ɵ me, only conceptual alignments have been idenƟfi ed. Exact alignments could shiŌ as a result of addiƟ onal 

informaƟ on collected in upcoming fi eld studies. More informaƟ on on these alternaƟ ves can be found on the project website, 

www.DC2RVArail.com, under About the Project. 

Field Work DescripƟ on

Architectural History Survey 

During architectural history surveys, staff may visit the property to observe the exteriors of the buildings, including homes, 

barns, garages, sheds, and other structures. The purpose of the review is to help determine whether a structure qualifi es 

as an historic resource. The review will include photographs to document the building condiƟ ons. All work will be done in 

accordance with the Virginia Department of Historic Resources standards.

Archaeological Surveys

During archaeological resource surveys, staff may visit the property to assess the potenƟ al for archaeological or cultural 

resources. This assessment will include shovel tests in some areas – during the shovel test, a small hole is dug and the dirt 

is siŌ ed for arƟ facts. PotenƟ al arƟ facts are transported to a lab for idenƟfi caƟ on and processing. The hole is fi lled prior to 

leaving the site. All work will be done in accordance with the Virginia Department of Historic Resources standards.

Wildlife Habitat Assessment

Staff will visually observe the vegetaƟ on, topography, and other habitat features of an area to evaluate its potenƟ al use by 

various wildlife. Species type, size, and density data may be collected within sample plots. No vegetaƟ on will be cleared, 

dug up, or otherwise removed, although leaf or twig samples may be taken from some plants for idenƟfi caƟ on purposes. 

IdenƟfi caƟ on of Wetlands and other Regulated Waters

Many wetlands and waterways are protected by federal, state, and local regulaƟ ons. Staff will delineate the boundaries of 

these protected resources through evaluaƟ on of vegetaƟ on type, visual evidence of surface hydrology, and soil indicators of 

periodic fl ooded condiƟ ons. Soil samples will be tested with an auger, leaving a small hole approximately 1.0 inch in diameter 

at each sampling locaƟ on. PlasƟ c fl agging may be hung in adjacent tree branches to mark the boundary of the wetland. 

Noise/VibraƟ on Monitoring

Staff may enter the property to place sound or vibraƟ on monitoring equipment. The equipment will be leŌ in place for a 

period of days to record noise and vibraƟ on caused by passing trains. Equipment leŌ overnight is typically secured with a 

lock and chain to an adjacent pole, fence, or tree. At the end of the sampling period, the equipment will be removed.

Other Site Surveys

Staff may enter the property to observe site condiƟ ons, land use, and other features, evaluate potenƟ al impacts of various 

alternaƟ ves, or to access other property.
The Virginia Department of Rail and Public TransportaƟ on (DRPT) and the 

Federal Railroad AdministraƟ on (FRA) are working to improve passenger rail 

service between Washington, D.C. and Richmond, VA and beyond. We are in 

the process of evaluaƟ ng potenƟ al environmental impacts and benefi ts that 

may occur if changes to support improved passenger service are made to CSX’s 

RF&P rail line, which runs generally parallel to I-95.

The Project and Your Property

Because of your property’s proximity to the project corridor, it may be 

necessary for DRPT and/or its consultants to come on to your property to 

conduct environmental studies. AcƟ viƟ es may include observing physical 

features, taking photographs, recording coordinates for later mapping, and 

conducƟ ng fi eld work. Please note that this does not mean that improvement 

projects will occur on your property or that a decision on the improvements 

has been made. The studies are only for the purpose of gathering data and 

will take place outside of any dwelling, building, or other structure on private 

property. Our survey crews will make every reasonable eff ort not to adversely 

impact property in any way. The crews will carry photo idenƟfi caƟ on and 

copies of the leƩ ers sent to the landowners in the area in which they are 

working. For a list of the type of fi eld work that may occur on your property, 

please see the reverse side of this handout. 

Key Project Milestones

• Scoping (2014): Solicit public input on the issues and study

• Purpose & Need (2014-2015): Establish why the project is needed

• AlternaƟ ves (2014-2015): IdenƟ fy and consider alternaƟ ves that address the

project’s Purpose and Need

• Screening (2015-2016): Evaluate preliminary alternaƟ ves based on

socio-economics, engineering, the environment, and cost criteria

• DraŌ EIS (2016): The DraŌ Environmental Impact Statement (EIS) provides a

side-by-side comparison of the alternaƟ ves and impact analysis

• Final EIS (2017): Announce Preferred AlternaƟ ve based on the revised

EIS fi ndings

ůƚĞƌŶĂƟǀĞƐ

ƌĂŌ/^ Final EIS

^ĐŽƉŝŶŐ

^ĐƌĞĞŶŝŶŐ

&ŝŶĂůWƵƌƉŽƐĞ

ΘEĞĞĚ

ƌĂŌWƵƌƉŽƐĞ

ΘEĞĞĚ

Ashland/Hanover County

MulƟ ple Ways to Stay 

On Track

There are many ways to stay up to 

date on the project.

• Email: PropertyQuesƟ ons@

DC2RVArail.com

• Visit our website at:

www.DC2RVArail.com

• Sign up on the website to

receive emailed updates

• Facebook: DC2RVArail

• TwiƩ er: @DC2RVArail

• Call us toll-free at: 888-832-0900

or TDD 711

• Submit a quesƟ on or comment

online at any Ɵ me
Ashland/Hanover County AlternaƟ ves 

The purpose of the environmental process is to gather data to assist in evaluaƟ ng the merits of diff erent alternaƟ ves. A fi nal 

decision on a Preferred AlternaƟ ve will not be made unƟ l the EIS process is complete. Improvement opƟ ons being studied in 

the Ashland area include: 

• Third main-line track through the Town of Ashland

• A two-track bypass west of Ashland

• A minor improvements opƟ on

• Would not add addiƟ onal track through town

• Includes improvements to crossings, signals, safety systems, and plaƞ orms

• Design depends on results of further operaƟ ons analysis

• No build

At this Ɵ me, only conceptual alignments have been idenƟfi ed. Exact alignments could shiŌ as a result of addiƟ onal 

informaƟ on collected in upcoming fi eld studies. More informaƟ on on these alternaƟ ves can be found on the project website, 

www.DC2RVArail.com, under About the Project. 

Field Work DescripƟ on

Architectural History Survey 

During architectural history surveys, staff may visit the property to observe the exteriors of the buildings, including homes, 

barns, garages, sheds, and other structures. The purpose of the review is to help determine whether a structure qualifi es 

as an historic resource. The review will include photographs to document the building condiƟ ons. All work will be done in 

accordance with the Virginia Department of Historic Resources standards.

Archaeological Surveys

During archaeological resource surveys, staff may visit the property to assess the potenƟ al for archaeological or cultural 

resources. This assessment will include shovel tests in some areas – during the shovel test, a small hole is dug and the dirt 

is siŌ ed for arƟ facts. PotenƟ al arƟ facts are transported to a lab for idenƟfi caƟ on and processing. The hole is fi lled prior to 

leaving the site. All work will be done in accordance with the Virginia Department of Historic Resources standards.

Wildlife Habitat Assessment

Staff will visually observe the vegetaƟ on, topography, and other habitat features of an area to evaluate its potenƟ al use by 

various wildlife. Species type, size, and density data may be collected within sample plots. No vegetaƟ on will be cleared, 

dug up, or otherwise removed, although leaf or twig samples may be taken from some plants for idenƟfi caƟ on purposes. 

IdenƟfi caƟ on of Wetlands and other Regulated Waters

Many wetlands and waterways are protected by federal, state, and local regulaƟ ons. Staff will delineate the boundaries of 

these protected resources through evaluaƟ on of vegetaƟ on type, visual evidence of surface hydrology, and soil indicators of 

periodic fl ooded condiƟ ons. Soil samples will be tested with an auger, leaving a small hole approximately 1.0 inch in diameter 

at each sampling locaƟ on. PlasƟ c fl agging may be hung in adjacent tree branches to mark the boundary of the wetland. 

Noise/VibraƟ on Monitoring

Staff may enter the property to place sound or vibraƟ on monitoring equipment. The equipment will be leŌ in place for a 

period of days to record noise and vibraƟ on caused by passing trains. Equipment leŌ overnight is typically secured with a 

lock and chain to an adjacent pole, fence, or tree. At the end of the sampling period, the equipment will be removed.

Other Site Surveys

Staff may enter the property to observe site condiƟ ons, land use, and other features, evaluate potenƟ al impacts of various 

alternaƟ ves, or to access other property.